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Projectrack | Reporting

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Project set up

When the project is created, and all the necessary details are set up, head to the Project data section.

There is a 3-column layout comprising Project Details, Updates, and Involved parties.

1. Project Details

This section is the broadest and needs to be filled when the project starts. There is an extensive set of fields that can give a bigger perspective on the project, which is necessary for the sales team. This way, the sales team can know the diversity of tools and technologies we can use in clients' projects.

The project details section contains a set of questions set up as dropdown questions with the option of multiple selections. If the dropdown doesn't have some choices, you should contact the Operational Manager to add the missing answer.

Please note! Some of the fields in this section are default Jira fields; you should do this from the Project settings page to edit them.

2. Updates

This section is dedicated to regular updates and keeping statuses up to date.

This is the part you will be working with the most often.

3. Involved

This section should be filled with info about the team working on the project and any third parties or associated projects, if any.

To comfortably edit all the fields at the start of the project, use the following link:

https://cheitgroup.atlassian.net/plugins/servlet/ac/com.deiser.jira.profields/project-navigator?project.key=EI&project.id=10187#!v=2541&t=list

This view contains all the information necessary for our sales team, also filtered to show only YOUR projects. So, it is the way to fill project details for all projects more quickly and conveniently.

Regular updates

Here is the most essential part – status and updates. But it would be much more comfortable to edit these values inside Projectrack itself.

You can choose the view created to filter all the projects you manage. After that, you will be able to edit any values straight in the table, with it saving automatically.

History

If you need to find any ‘historic’ details about statuses, stages or updates change to track progress or create a bigger report on the project, you should return to Jira → 'Project' → Project info → 3 dots in the top right corner → History.

There you’ll see a table with every update made in the project values sorted by newest. You can export this info into CSV file, and if needed, transform just the way you need it.

Procedure

  1. When creating a project, fill in all the fields with Project details and involved parties.

Project details fields

  1. Domain – must reflect client’s business specific (what client does).

  2. Project type – must reflect the specific of the project on our site (what we develop).

  3. Category – should be included (needed for filtering).

  4. Country – country of client’s business HQ location.

  5. Description – one-sentence description of the project.

  6. Detailed description – broad description of the project that would help our sales team to search for similar prospects. Should include details about the client’s goals and project’s objectives, implemented solutions, tech stack, etc.

  7. Partners – should include partners that we collaborate with on the project, if there are any

  8. Awards – add the link to the award if the project is nominated for any awards

  1. Update project statuses and updates on the regular basis.

Some tips to enhance your reporting;)

  • Check the fields Status, Budget ETA – these fields should contain correct information, do not forget to update them if something changes.

  • Make sure that Status Update field contains ‘readable’ text – proper formatting, with bullet points, also do not forget about proper punctuation. Using Grammarly or similar tools might help;)

    (синяя звезда) Pro-tips:

  • Remember for whom you are sending reports, and what information this person needs, try to read your report through the eyes of this person (for example, do you need information about every bug on the project - NO (синяя звезда) , do you need information about problems with the budget or responsiveness developer/client - YES (синяя звезда) )

  • A report on projects for our management != (not equal to) a report for the client, you should pay more attention to the team (if you notice burnout in someone, weak progress, or on the contrary, you should praise someone), you feel that something is not working as it should be in the processes - mention this information in the report, and of course it is important to notice the nuances of the budget/overtime and always keep your finger on the pulse

  • If there is a problem, add a note about the steps you plan to take to solve it - show your proactivity (синяя звезда)

  • And finally, remember what Alex most often asks you about in DMs or at meetings, you definitely need to pay attention to this in the report (wink)

Fields that have to be reviewed regularly

  1. Status
    – On track – everything is going well
    – At risk – medium level of issues arising
    – Off track – issues that need immediate reaction and action
    – Archive – inactive projects

  2. Phase – should reflect the current stage of the project
    – Discovery – for the projects that are on the stage of estimation and negotiations regarding the details, before we start the full-scale work on it.
    – Design – for the projects that are being on design development stage.
    – Development – for the projects that are being developed at the moment.
    – Pre-launch – for the projects that are getting prepared to the launch.
    - Launched – this phase can be assigned to the project during a month after the launch. Afterwards you should change it to Support or Closed.
    – Support – Projects that are maintained by our team.
    – On hold – projects that are currently paused, but are to be continued.
    – Closed – Projects that have been successfully launched and we do not longer support them, or projects that have been archived without a launch.

  3. Initial ETA (for projects on Support – not necessary)

  4. Current ETA (for projects on Support – not necessary)

  5. Estimated budget

  6. Spent budget

  7. Additional requests estimated

  8. Additional requests spent

  9. Team – has to be updated on a monthly basis.

  10. Status update
    Should be updated on a weekly basis, properly formatted.
    Please, start your update with dates in the following format – DD.MM–DD.MM (e.g. 19.02–23.02)

  11. Last update
    Should be updated on a weekly basis.
    Please, fill in the format – DD.MM and link (to the screenshot of a message or email to the client).

Please, note! Updates should be filled every Monday by 11:00.

After filling Projectrack, be sure to notify the team in the Slack channel #pmo-reports in the following format (by separate message, NOT in the thread):

Привіт!

Заповнив/ла апдейти по проектах в Projectrack. Моменти, на які варто звернути увагу:

  • проект 1

  • проект 2

Посилання на мої проекти в PT (посилання на лінк з таблиці вище – ваша вью).

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